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Establishing: Choosing a Database Format

Database refers to the physical and organizational structure used to capture and retrieve information. Some administrators use simple paper forms, filed alphabetically or numerically. This format may serve their purposes better than electronic data entry and accessing a computer to retrieve it. However, computer-based data systems are becoming more commonly used as the cost of equipment and software decreases and as administrators become more adept with using them.

If you decide to use a computerized database, you will need a reliable system for backing up your data. Typically, electronic media are used to back up data, but paper-based printouts can be used.

MRC units have various computerized database formats; some examples are:

Word processor documents that can be easily updated
Spreadsheets
Off-the-shelf database software
Software specifically designed for managing volunteers
Systems similar to those used by existing emergency response organizations or hospitals with whom they may be partnering

This last option is an important consideration. Ask your local response partners if it will be beneficial to set up your database using a program similar to the program they are using. If so, consult with these organizations as to how best to standardize your database so it is compatible with theirs. For example, if an emergency management agency uses its database to automatically alert volunteers, your database may have to support this requirement.

Another option for standardizing databases is to use the fields designated in the guidelines for the Emergency System for Advance Registration of Volunteer Health Professionals (ESAR-VHP). ESAR-VHP provides guidance for creating statewide databases for credentialing volunteer health professionals. Some MRC units are integrated into their states’ ESAR-VHP databases, allowing them additional credentialing assistance and a mechanism for deploying volunteers to assist other areas outside their local community.

Each state has an ESAR-VHP contact in the state’s department or division of public health. Using the ESAR-VHP guidelines may allow for more flexibility in working with the state to transfer volunteer resources to the areas of greatest need in a large-scale emergency.

One advantage of standardized databases is that data can be easily shared among response partners in a community and across jurisdictions, particularly during a regional or national disaster. Some volunteers may be concerned about how their personal information will be used when shared with others. Open and honest communication and consistent policies that protect volunteers’ personal information can help mitigate this concern.

Each unit will determine the most appropriate and cost-effective system to meet its needs. Ask others with data collection and data management expertise for their recommendations.

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Last Updated on 8/23/2006